Managing Memberships (Benefit Products) at the Box Office

Ticketsolve makes it easy to set-up and manage a variety of membership schemes for your customers. You can offer any number of types of memberships free, or paid for, such as annual memberships, tiered loyalty membership, community / seasonal benefits or special membership schemes for example for accessibility card holders. This article will show you where you can view and manage Memberships within Ticketsolve. 

Box Office view of Memberships

In the Box Office, when you assign a customer with a benefit to a Cart, a label with the associated Product Benefit tag (membership) will appear next to the customer name. 

Viewing customers with Memberships

You can also see all the membership schemes you have (active and inactive) and all of the customers with memberships and benefits.

To view all customers who are a part of a membership scheme with Benefit Products, go to:

Box Office > Memberships

By default, this screen will list all active benefits (membership schemes) and member customers. Next to each tick box (square selection box) you will see:

• Customer Number
• Customer name
• Benefit 
• Discount Effective Till
• Expires On (Days Left)

In the Memberships page, you can also filter members and Download CSV files of filtered lists as well as email members. 

Filtering Members view

1. To filter members by:

• Benefit product type: Select the desired Benefit Product from the dropdown and click Search.
• All active / all inactive: Select All expired benefits (or All active benefits) and click Search to see a list of all members with expired or active benefits. 
• Expiration date or date range: Select a date or date range and click Search for a list of expiring memberships. 

Emailing Membership customers (Benefit Product holders)

2. To email members individually or a select group of members:

• Tick the box next to the member name(s).
• Click the Email Customers button.

3. To email all members within a Membership scheme (i.e., with a specific Benefit Product):

• Filter for the Benefit Product.
• Click the Email All Customers button.

4. To email all members (customers) with benefit products (membership schemes) - active or inactive:

• Filter for All benefit products.
• Filter for All active benefits / All expired benefits (as required)
• Click the Email All Customers button. 

Viewing Membership and Benefits in Customer Records

To see customer's benefits and membership information:

Go to Customers > Search Customers

1. Search for the Customer name you need. You will see a listing of all customers with that name and various columns with more details. The column 'Benefit' lists the Benefit Product or membership scheme which is associated with the customer. 

2. Double click a Customer Record to open it.

3. Click the Customer Summary tab to see a summary of the Benefit and expiry information. 

4. Click on Membership tab for more detailed and historical information about the customer's membership(s). 

The Membership tab in each customer record provides a summary and detailed information about Benefits and active and inactive memberships for the customer. There are further sub tabs including: Benefits, Rewards and Redemption history.

Benefits tab

The Benefits tab lists all of the customers membership(s), expiry date(s), email address, Benefit name, status (active or inactive). A few things to note:

1. Only customers with an account and login can have a Benefit Product. 

2. When a customer has a Benefit Product, set the toggle Membership live to (on / blue). With this toggle set to on, the customer will have an account with login. 

3. Customers can only have 1 Active Benefit (or zero, but not more than 1).

4. An assigned Benefit can only have one email associated with it (i.e., in some cases customers may use multiple emails but can only have one email associated with one Benefit Product).

5. To take action on a customer's Benefits, the Benefit must be set to Active (on / blue)

6. Click the Additional options icon (3 dots) next to the Benefit to: 

• Update the expiry date.
• Re-assign the membership to another customer's account (i.e. when merging accounts).

 Notes

If a customer renews their membership before it expires, their current membership is simply updated with a new expiry date (i.e., only one membership will be listed). If a customer renews their membership after it expires, both the expired membership and the newly renewed membership will be listed. 

Rewards log tab

The Rewards log shows you the current Rewards balance on the customers account. 

To change the amount:

1. Click change and edit the amount as necessary.

2. Click save to save changes. 

Redemption history tab

Redemption history lists the date, order number and amount of redeemed from Rewards.

For more about rewards, read our guide on Setting up Rewards in Ticketsolve.